Manage user access to Staff Safe – Knowledge Base

Those requiring access to Staff Safe must added as a user and assigned to a Staff Safe role. The Kontakt.io platform uses role-based permissions to manage user access to each of the Kio Apps. Each role provides a predefined set of permissions that control what a user can and cannot do within an app. Users and their assigned roles are managed in from the Users app.

Topics include:

Things to know
Staff Safe: roles and permissions
About user profiles
Add a user and assign their roles
Edit a user's assigned roles
Remove a user's access

Things to know

To manage user access, you must be assigned to the User Management Administrator role.
If a user is not assigned a role for an app, that app won’t appear on their Kontakt.io Launchpad.
If your organization has integrated the Kontakt.io platform with Single Sign-On (SSO) along with mapping SSO Groups to app roles, user management within the Users app is limited to viewing SSO users and their assigned roles and SSO Groups. During a user's first-time sign with their SSO credentials, their user profile is automatically created within the Users app.

Optionally, you can add a user from the Users app and set their sign in method to SSO_RA. This will allow you to assign their roles from their user profile. This is required if your SSO integration does not include SSO Groups mapped to user roles.
A user’s email address can only be changed by the Kontakt.io Support team. To request an email change, submit a support request.

Staff Safe: roles and permissions

The Staff Safe role-based permissions are designed to align with specific capabilities and user responsibilities. Whether users need to manage setup and configuration, assign staff badges, or respond to alerts, the available roles ensure they have the appropriate access for their responsibilities.

The following describes each role and the permissions it provides.

Administrator: All permissions.

Role is ideal for those responsible for managing all aspects of your Staff Safe setup and configuration.
User: Permissions limited to staff and alerts.

Role is ideal for those responsible for managing staff, assigning badges, and require access to respond to alerts and view alert details.
Alerts User: Permissions limited to alerts—view, acknowledge, and resolved.

Role is ideal for those responsible for responding to alerts and tasked with documenting alert incident activities.
Viewer: Permission limited to view alerts and Dashboards. They cannot acknowledge or resolve alerts.

Role is ideal for those needing to only view alerts and their details including analytics.
Mobile User: Permission limited to the Kio Staff Alerts mobile app.

Role is ideal for those responsible for responding to alerts and tasked with documenting alert incident activities. This role can be combined with the Alerts User role to allow access to both the Staff Safe web and mobile app.

Roles by Staff Safe menu access.

Click image to expand

Permission	Administrator	User	Alerts User	Viewer	Mobile User
View alerts Staff Safe web—Alerts menu: List and Simple View	Yes	Yes	Yes	Yes	No
Acknowledge and Resolve alerts Staff Safe web—Alerts menu: List and Simple View	Yes	Yes	Yes	No	No
Acknowledge and Resolve alerts Kio Staff Safe Alerts iOS mobile app	No	No	No	No	Yes
View Dashboards Menu: Dashboard > Safety Summary	Yes	Yes	No	Yes	No
Manage Staff—add, view, edit Menu: Staff > List Menu: Settings > Staff (Administrator only)	Yes	Yes	No	No	No
Manage badges assigned to Staff Menu: Staff > List Menu: Settings > Staff (Administrator only)	Yes	Yes	No	No	No
Manage Staff Roles—add, view, edit Menu: Settings > Staff Roles	Yes	No	No	No	No
Manage Staff Groups—add, view, edit, delete Menu: Settings > Groups	Yes	No	No	No	No
Manage Alert Rules—add, view, edit. delete Menu: Settings > Alert Rules	Yes	No	No	No	No

Company Settings roles related to Staff Safe

Advanced Staff (Entity) management and room management is completed from Company Settings. A user is required to be assigned to the Company Settings Administrator role.

Staff Safe...	Company Setting is...	Company Settings "Administrator" role and advanced permissions
Staff Roles	Entity Types	Delete Entity Type (Staff Role) Assign Associated Apps Set the icon and color
Staff	Entities	Delete Entity (Staff) Edit Entity ID (Staff ID) Edit assigned Entity Type (Staff Role)
Room Types (view only)	Room Types	Add, edit, and delete Room Types
Room Matching (view only)	Room Matching	Match rooms Add, edit, and delete Entity Types Rules

Entity Manager roles related to Staff Safe

Entity Manager, a companion app to Company Settings, is limited to staff management capabilities. Use of Entity Manager is ideal in situations when you have specific users that are only responsible for managing staff and do not require access to Staff Safe. And for those only responsible for assigning Smart Badges to Staff, consider use of the Kio Entity Manager mobile app. From this mobile app, users can assign staff to their Kontakt.io Smart Badge.

Entity Manager Role	Entity Manager Permissions
Staff Manager	View, add, and edit staff, including assigning badges to staff
Mobile User	Assign badges to staff from the Kio Entity Manager mobile app

About user profiles

From the Users Management menu, each user has a unique profile that includes the following details.

First Name, Last Name: displayed throughout the Kontakt.io platform.
Email: if their Sign-in Method is set to Password, this is their user name used to sign in to the Kontakt.io platform.
Unique Ext ID: a secondary unique identifier; maximum of 35 characters. For example, it may be their unique employee ID within your HR management system.

This ID is required to access the iOS Kio Nurse Assistant mobile app for Asset Tracking and Hand Hygiene.
Sign-in Method: identifies the user's sign in and authentication method, either SSO, SSO_RA, or Password.
Roles for Apps: identifies the user's assigned role within each app within the Kontakt.io platform.
Campus: identifies the user's access to all Campuses (default) or specific Campuses (advanced configuration).

When Allow access to all campuses is disabled, the user must be assigned to one or, optionally, multiple campuses. Each assigned campus grants the user access to the campus, its buildings, and the building floors across the entire Kontakt.io platform. To set this advanced configuration, the account requires "campus-level user access" that is managed by Kontatk.io. If you need enable or verify this advanced configuration, submit a support request.

Add a new user

From your Kontakt.io Launchpad, select Users.
From the upper-right corner, select Add User.
Enter their user-specific settings:

First Name, Last Name, Email

Unique Ext. ID: a secondary unique identifier; maximum of 35 characters. For example, it may be their unique employee ID within your HR management system.

Sign-in method two options:

Password (default value): select when your organization's Kontakt.io account is not integrated with Single sign-on (SSO). Users are required to sign in with their email and password.

SSO_RA: select when your organization's Kontakt.io account is integrated with Single sign-on (SSO). The user will sign in and authenticate with their SSO credentials.
Once complete, select Add User.

A user set with the Password sign-in method receives an activation email to set their password.
To assign their app roles, from the list of users > select their Name.
From the Kio Apps section, assign their roles to the apps they require access to.

The apps available are only those activated in your organization's Kontakt.io account.

If a user isn’t assigned a role for an app, that app won’t appear on their Kontakt.io Launchpad.
When done, select Save.

Edit a user's assigned roles

A user's assigned role determines their access and permissions within each of the apps. If a user is not assigned to a role within an app, the app is not available from their Kontakt.io Launchpad.

From your Kontakt.io Launchpad, select Users.
From the list of users, locate the user > select their Name.
From the Roles for Apps section, select Edit.
From an app, update their assigned role > select Save.

Remove a user's access

For users with a Sign-in Method of Password, you have two options to remove their access to your organization's Kontakt.io account.

Disable a user: When you disable a user, their sign-in access is temporarily removed. This action performed from their user profile and can be reversed at any time.
Remove a user: When you remove a user, their user profile is permanently deleted. Although the profile is deleted, all historical user activity within your Kontakt.io account is retained. This action is commonly used when a user has left your organization. This action is performed from the list view within Users Management.